[MyOEBB] What to expect preceding, during and after OEBB Open Enrollment.

[MyOEBB system updates]

Hello,

First, let me say "Thank You" for a successful MyOEBB EE Plan Management
period.  Next I'd like to let entities know what OEBB will be doing over
the next several months preceding, during and following Open Enrollment.

 

Friday, July 1st   OEBB will add a few system enhancements to MyOEBB
Member and Administrative Modules.

*         The first enhancement will be a QSC enhancement we have been
working on due to Federal Healthcare legislation regarding rescission.
This enhancement will better define retro and future dates and members'
ability to add, drop or change plans/dependents based on specific QSC
events.

*         The next system enhancement, also due to Federal Healthcare
Reform, will ask the member (or the entity administrator on the member's
behalf) to enter an ethnicity, race and primary race (if more than one
race is selected) for the member and each dependent.  OEBB is currently
updating enrollment forms to reflect this change which can be found on
the "Member Forms" page of the OEBB website at:
www.oregon.gov/OHA/OEBB/forms.shtml.

*         Lastly, OEBB is adding the ability for the member to enter a
different address for each dependent in the Member Module (this already
exists in the Admin Module).  This method will now be the preferred
method to notify all carriers when the dependent lives out of state, so
the appropriate benefits can be applied.

The week of July 4th   OEBB will transmit all 2011-12 group plan choices
to the carriers to enable them to set up groups in their systems which
allow the carriers' to accept electronic files containing members' new
plan choices once open enrollment is complete.

 

Friday, July 8th   OEBB will pull live data out of the MyOEBB system for
our Open Enrollment Mail Out.  This data pull will consist of the group
plans each entity has selected along with your employees in our system.
To ensure that employees receive the correct mailing, you may want to
review your employee addresses and make sure employees are coded in the
correct employment groups.  This mailing will consist of a cover letter
explaining open enrollment along with the employee's group plan choices.
OEBB anticipates this mailing to be out to all OEBB members no later
than Friday, August 5th.  Additionally, OEBB will mail postcards to
members as a "Heads Up" reminder that open enrollment is coming up and
also to notify members if their medical plan is no longer available due
to Board expiration or entity deselecting.

 

Friday, August 5th and Sunday, August 14th   OEBB will bring MyOEBB
Administrative and Member Modules down to perform open enrollment
maintenance.  The MyOEBB systems will be unavailable during this two day
period.  During this time, OEBB will be moving employees over to their
2011-12 plans and mass enrolling groups in Basic Life, Basic AD&D,
Mandatory Short-term and Long-term Disability and Long-term Care.
Additionally, OEBB will be removing the Medicare flag for members or
dependents marked as "No" (not eligible for Medicare) in the system
which will prompt the member to answer this question when enrolling for
the 2011-12 plan year.  Members or dependents marked "Yes" (Medicare
eligible) will remain flagged "Yes".

What can educational entities do to make sure their employees are ready
in MyOEBB prior to these down times?

1.	Make sure your employees have the correct Employment/Member
Types.

	*	This means if you have an employee changing from an
Administrator to a Superintendent employment type effective October 1st
please ensure they are labeled that way in MyOEBB prior to Friday, July
8th with the appropriate effective date of the change.

2.	Make sure all your eligible employees are in MyOEBB.

	*	Ensure all eligible employees are in MyOEBB prior to the
rollovers so they can be mass enrolled in any appropriate plans.  If an
eligible employee is not in MyOEBB prior to the rollovers, you will need
to manually enroll them in Basic and Mandatory Plans.

3.	Make sure all your non-eligible employees are termed out of
MyOEBB.

	*	Terminate all employees in MyOEBB if they are no longer
eligible for benefits with your educational entity.  Ineligible
employees remaining in the system may show up on the October invoice due
to being mass enrolled in plans or they may mistakenly enroll themselves
in the Member Module during Open Enrollment.

4.	Make sure all salary information is entered in MyOEBB.

*         In order for your educational entity to be invoiced correctly,
salary information should reflect their current salary in MyOEBB.

OEBB will make the following reports available in your Document
Management area after August 5th and again after August 14th.

*         Employees mass enrolled in Basic Life, Basic AD&D, Mandatory
Short-term and Long-term Disability and Mandatory Long-term Care

*         Employees who do not have medical coverage

*         Employees who do not have dental coverage

*         Employees who do not have vision coverage

*         Salary Information for each employee

*         Plan Discrepancies

 

Monday, August 15th through Thursday, September 15th   OEBB Open
Enrollment - Employees can initially enroll in plans, change/drop plans
and add/drop dependents.  Early retirees can change/drop plans and can
drop dependents.  Members should also use this time to identify
dependents in MyOEBB by entering addresses for out-of-area dependents,
indicate Medicare eligibility due to age or disability, ensure only
eligible dependents are included on the desired plans and identify
ethnicity and race for themselves and any covered dependents.  OEBB
telephone lines will be open Monday through Friday from 7 a.m. to 6 p.m.
and from 7 a.m. to midnight on September 15th.

 

Friday, September 16th   OEBB will pull live data out of the MyOEBB
system for our post Open Enrollment Mail Out.  This data pull will
reflect the plans in which members and their dependents are enrolled for
the 2011-12 plan year.  This mailing will contain a cover letter
providing links to required notices and an explanation of their enclosed
Benefit Summary.  Information about the upcoming Dependent Eligibility
Verification (DEV) review and their QSC rights will also be enclosed.
OEBB anticipates this mailing to be out to all OEBB members no later
than Thursday, September 29th.  This process will be used for members
electing a USPS hardcopy of their post Open Enrollment Mail Out.

 

Friday, September 16th through Friday, September 30th   Educational
Entity Open Enrollment Clean Up - Entities can use the open segment in
the MyOEBB Admin Module to make benefit corrections without using a QSC.
This is a great time to review enrollments, make sure enrollments match
your entity rules and make sure employees are properly enrolled prior to
the start of the 2011-12 plan year.

 

Monday, September 26th   OEBB will pull live data out of the MyOEBB
system to produce notification letters for those "late enrollee" members
and dependents subject to the 12-month waiting period on the dental
and/or vision plans.  OEBB anticipates this mailing to be out to these
specific members no later than Friday, September 30th.

 

Saturday, October 1st   The 2011-12 plan year starts.  OEBB will
electronically send the post Open Enrollment Mail Out to those members
who elected this preference in the MyOEBB system during open enrollment.

 

I hope the above schedule helps your educational entity plan for this
upcoming open enrollment season.  If you have any questions or concerns,
please call us at 1 (888) 469-6322.

 

Thanks,

Linda Tullis

Benefits Manager

Oregon Educators Benefit Board

1225 Ferry Street SE

Salem, OR 97301

Office:  (503) 378-3329

Fax:  (503) 378-5832

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